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HomeMy WebLinkAbout06/23/2015 Board of Public Works MeetingAGENDA REVIEW SESSION JUNE 18, 2015 207 Dame. Ms. Doran explained the City has an exemption permit from the Federal Energy Regulatory Commission that they have not been utilizing so the Commission wants to take it away from the City. Mr, Kerr added they want to see more progress. He stated that one of these licenses is extremely expensive and difficult to obtain these days and it would be difficult to get one at this point. No other business came before the Board. The meeting adjourned at 12:10 p.m. BOARD OF PUBLI,C�WORKS Gary A. Gil'ot, President ATTEST: Linda M. Martin, Clerk REGULAR MEETING JUNE 23, 2015 The Regular Meeting of the Board of Public Works was convened at 9:40 a.m. on June 23, 2015, by Board President Gary A. Gilot with Board Members David Relos, Kathryn E. Roos, and Elizabeth Maradik present. Board Member Brian Pawlowski was absent. Also present was Board Attorney Michael Schmidt. ADDITION TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Quote Award for the 2015 Tree Maintenance, PUBLIC HEARING - SALE OF CITY PROPERTY - 51190 AND 51270 MAYFLOWER ROAD Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning the City's request to sell property it owns located at 51190 and 51270 Mayflower Rd. Mr. Gilot opened the Public Hearing and asked if there was anyone present wishing to speak either for or against the City's request. The question was asked if this Hearing was actually to sell the property. Mr. Relos stated this is only to determine whether the City should proceed with the sale. He noted the State's process is for the Board to hold a Hearing to allow comments prior to the advertising of the sale. Mr. Gilot explained that the property was purchased originally to put a road through it for future development, but due to those plans not moving forward, the City no longer has a use for the property and is requesting to sell it. Attorney Michael Schmidt further explained that based on today's Hearing, the Board will make a determination whether to recommend to the Common Council and the Mayor that the property be sold. If the Council and the Mayor concur with the decision, the City will either move forward with the sale, or abandon the process. A question was received on whether the properties would be sold as a package or separately. Mr. Brock Zeeb, Community Investment, stated they will be sold as a package. It was asked of the Board if there would be a Notice advertised for the sale and how that process works. Attorney Schmidt stated there is a time allotment requiring the Notice of Sale to be advertised twice. He stated today the Board will take comments from the public and make a formal recommendation to the Mayor's Office and the Common Council. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. REGULAR MEETING JUNE_ 2_3 2015 208 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on June 4, 2015, June 9, 2015, and June 16, 2015, were approved. OPENING AND AWARD OF QUOTATIONS — 2015 COLD MILLING — PROJECT NO. 115- 054 (MVH) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: J L MILLING. INC. 15262 Industrial Drive Schoolcraft, MI 49087 Quotation was submitted by Linda Schuring QUOTATION: $41,733.00 WALSH & KELLY, INC. 24356 State Road 23 South Bend, IN 46614 Quotation was submitted by Dustin Hilary QUOTATION: $71,545.00 Upon a motion made by Mr. Gilot, seconded by Mr. Relos and carried, the above Quotations were referred to Engineering for review and recommendation. After reviewing those quotations, Ms. Theresa Harrison, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, JL Milling, Inc, in the amount of $41,733.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. OPENING AND AWARD OF QUOTATIONS — 2015 TRAFFIC DETECTOR LOOPS — PROJECT NO. 115-045 (LRSA) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: PEMBERTON-DAVIS ELECTRIC INC. P. O. Box 1034 Mishawaka, IN 46546 Quotation was submitted by John A. Ferro QUOTATION: $156,600.00 MICHIANA CONTRACTING, INC. 7843 Lilac Rd. P. O. Box 929 Plymouth, IN 46563 Quotation was submitted by Donald W. Wendel QUOTATION: $91,300.00 MARTELL ELECTRIC, LLC. 4601 Cleveland Road South Bend, IN 46628 Quotation was submitted by John A. Martell QUOTATION: $72,575.00 Upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the above Quotations were referred to Engineering for review and recommendation. After reviewing those quotations, Ms. Theresa Harrison, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Martell Electric, LLC in the amount of $72,575,00. REGULAR MEETING JUNE 23, 2015 209 Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. Ms. Roos requested the numbers be checked over closely due to the range in the amounts of the quotes. OPENING AND AWARD OF QUOTATIONS — REMOVAL AND DISPOSAL OFPCB CONTAMINATED SOIL AT IVY TOWER,(RWDA TIF) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced project. The following Quotations were opened and read: RCRA DBA EARTH SERVICES 10903 Prestwick Drive Benton, IL 62812 Quotation was submitted by Josh Appleton QUOTATION: $58,350.00 Upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the above Quotations were referred to Engineering and Department of Community Investment for review and recommendation. After reviewing those quotations, Mr. Toy Villa, Engineering, recommended that the Board award the contract to the sole responsive and responsible bidder, RCRA DBA Earth Services in the amount of $58,350,00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. TABLE OPENING OF QUOTATIONS — GREEN MOTORCYLE INITIATIVE (POLICE NON -REVERTING) Ms. Roos requested this item be tabled at this time. Therefore, upon a motion made by Mr. Gilot, seconded by Ms. Maradik and carried, the opening of the above Quotations was tabled. AWARD BID — 2015 INFRARED PAVEMENT PATCHING — PROJECT NO. 115-046 MVH Ms. Theresa Harrison, Engineering, advised the Board that on June 9, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Ms, Harrison recommended that the Board award the contract to the lowest responsive and responsible bidder Asphalt Restoration Services, P. 0. Box 2484, South Bend, Indiana 46680, in the amount of $168,900.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE (1) OR MORE, 2015 OR NEWER EMERGENCY MEDICAL VEHICLES (FIRE DEPARTMENT CAPITAL) Mr. Jeffrey Hudak, Central Services, advised the Board that on June 9, 2015, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder Horton Emergency Vehicles, 3800 McDowell Road, Grove City, Ohio 43123, in the unit price amount of $210,692.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Roos seconded the motion, which carried. AWARD BID — ONE 1 OR MORE, 2015 OR NEWER SINGLE AXLE LIGHTNING LOADER SOLID WASTE CAPITAL LEASE Mr. Matthew Chlebowski, Central Services, advised the Board that on June 9, 2015, bids were received and opened for the above referenced vehicle. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder, Pyramid Equipment, Inc., 211 South Prairie Street, Rolling Prairie, Indiana 46371 in the unit price amount of $188,444.00 for the Base Bid plus Option No. 1 and the Optional Joystick Controls. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID — 2015 JANITORIAL/CLEANING SUPPLIES (VARIOUS FUNDS) Ms. Toni Laisure, Central Services, advised the Board that on May 26, 2015, bids were received and opened for the above referenced supplies. After reviewing those bids, Ms. Laisure recommended that the Board award the contract to the lowest responsive and responsible bidders REGULAR MEETING JUNE 23, 2015 210 HP Products, 4220 Saguaro Trail, Indianapolis, Indiana 46268 in unit prices for: Section 1, Line Items 1, 3, 4, 5, 9, 10, 12, 13, 15, 16, 18, 21, 27, 28, 30, & 3; Section 2, Line Items 35, 36, 39, 41, 43, 44, 45, 46, 48, 50, 51, 56, 62, 63, 64, 65, 66, 67, 68, 70, & 71; Section 3, Line Items 75 & 79; and Section 4, Line Item 87; and Kabelin Commercial Supply, 512 Andrew Avenue, LaPorte, Indiana 46350 in unit prices for: Section 1, Line Items 2, 7, 8, 11, 17, 20, 22, 23, 24, & 33; Section 2, 37, 49, 52, 53, 54, 55, 57, 59, 60, 61, & 72; and Section 3 Line Items 74, 77, & 80; and Sanco Distributing, Inc., 919 North Olive Street, South Bend, Indiana 46601 in unit prices for Section 1; Line Items 32 & 34; Section 2, Line Item 69; and Section 3, Line Items 76 &78; and SB Chemical, P. O. Box 1813, South Bend, Indiana 46634 in unit prices for Section 1, Line Items 6, 26, & 29; Section 2, Line Item 38 and CMP Ft. Wayne, 4149 North Clinton Street, Fort Wayne, Indiana 46805 in unit prices for Section 4, Line Item 85 and FEMCO LLC, P. O. Box 655, South Bend, Indiana 46624 in unit prices for Section 1, Line Item 14; Section 2, Line Items 40 & 47; and Office Depot, Inc., 3233 North Post Road, Indianapolis, Indiana 46626, in unit prices for Section 1, Line Items 19 & 25; Section 2, Line Items 42, 58, & 73 and Central Poly Corporation, 2400 Bedle Place, Linden, New Jersey 07036, for Section 4, Line Item 84 & 86, and Unipak Corp, P. O. Box 300027, Brooklyn, New York 11230 in unit prices for Section 4, Line Item 83 and Interboro Packaging Corporation, 114 Bracken Road, Montgomery, New York 12549 in unit prices for Section 4, Line Items 81 & 82. Therefore, Ms. Roos made a motion that the recommendations be accepted and the bids be awarded as outlined above. Mr. Relos seconded the motion, which carried, AWARD BID - DEMOLITION OF VACANT AND ABANDONED HOUSES - PROJECT NO. 115-047A LOSS RECOVERY FUND Mr. Michael Carey, Engineering, advised the Board that on June 9, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder, Green Demolition Contractors, 1427 West Dickens, Chicago, Illinois 60614, in the total amount of $1,660,500.00 for Divisions A, B, C, D, and F. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID - DEMOLITION OF VACANT AND ABANDONED HOUSES PROJECT NO. 115-047E LOSS RECOVERY FUND Mr. Michael Carey, Engineering, advised the Board that on June 9, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder, Ritschard Bros., Inc., 1204 West Sample Street, South Bend, Indiana 46619, in the amount of $307,562.00 for Division E. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID - 2015 POLICE VEHICLE EQUIPMENT (SOLID WASTE CAPITAL) Lt. Chris Voros, Police Department, advised the Board that on June 9, 2015, bids were received and opened for the above referenced equipment. After reviewing those bids, Lt. Voros recommended that the Board award the contract to the lowest responsive and responsible bidders in unit prices as follows: Steven R. Jenkins, Co., Inc., 1533 Goshen Avenue, Fort Wayne, Indiana 46808 for Line Item 17; Emergency Radio Service, Inc., 57678 CR3, Elkhart, Indiana 46517 for Items 2, 5, 7, 9, 10, 12, 13, 14, 24, 25, 26 & 29; Ray O'Herron Co., Inc., 3549 North Vermilion Street, Danville, Illinois 61834 for Items 8 & 15; The Public Safety Store, P. O. Box 12266, Lexington, Kentucky 40582 for Items I & 16; and Waymire Fleet Equipment, 820 Chadwick Street, Indianapolis, Indiana 46225 for Items 1, 21, 22, 27, & 28 in unit prices per bid. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD BID - 2015 OR NEWER ALL -WHEEL DRIVE POLICE PATROL VEHICLES (POLICE VEHICLE LEASE) Mr. Jeffrey Hudak, Central Services, advised the Board that on March 24, 2015, bids were received and opened for Thirty -Nine (39), More or Less, 2015 or Newer, All -Wheel Drive Police Patrol Vehicles. On April 28, 2015 the Board approved the award to Jordan Motors, Inc. in the amount of $23,724.00 each, and thirty-nine (39) vehicles were purchased for the Police Department. Mr. Hudak stated in his memo that now the Fire Department has requested to purchase one of the vehicles for their department through this bid. Therefore, Ms. Roos made a REGULAR MEETING JUNE 23, 2015 211 motion that the recommendation be accepted and the purchase of one additional vehicle be approved. Mr. Relos seconded the motion, which carried. AWARD BID — HOTEL LASALLE RENOVATIONS -- PROJECT NO 115-033A (RWDA TIF) Mr. Michael Carey, Engineering, advised the Board that on May 12, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Carey recommended that the Board award the contract to the lowest responsive and responsible bidder Kemna Restoration & Construction, Inc., 1122 Deloss Street, Indianapolis, Indiana 46203, in the amount of $225,345.00. In a Memo to the Board, Mr. Michael Carey, Engineering, stated two (2) of the bidders, Ziolkowski Construction, Inc. and Slatile Roofing and Sheet Metal Co., Inc., did not meet either the MBE/WBE 7.1% participation goal or the requirements set forth in the Good Faith Efforts Form and are therefore non -responsive to the bid. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — WESTERN AVENUE CORRIDOR IMPROVEMENTS & STREETSCAPES — PROJECT NO. 114-033B/114-085A (2015 TIF INFRASTRUCTURE BOND) Mr. Roger Nawrot, Engineering, advised the Board that on June 9, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Nawrot recommended that the Board award the contract to the lowest responsive and responsible bidder Rieth-Riley Construction Co., Inc., 25200 State Road 23, South Bend, Indiana 46614, in the amount of $2,783,287.01 for Base Bid plus Divisions A and B, and Division A Alternate. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above, subject to the Redevelopment Commission approval of funding. Mr. Relos seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT — CHASE PLASTICS FACILITY INFRASTRUCTURE IMPROVEMENTS — PROJECT NO 115-051 (RWDA TIF) Mr. Carl Littrell, Engineering, advised the Board that on June 9, 2015, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to the lowest responsive and responsible bidder Selge Construction Co., Inc., 2833 S. 111h St., Niles, Michigan 49120, in the amount of $122,335.10 for the Base Bid plus Alternate B. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Relos seconded the motion, which carried. AWARD QUOTATION — SIX (6) MORE OR LESS MOBILE COLUMN LIFTS (CENTRAL SERVICES EQUIPMENT) Mr. Jeffrey Hudak, Central Services, advised the Board that on April 14, 2015, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder, SEFAC, Inc., 23 Fontana Lane, Suite 109, Baltimore, Maryland 21237, in the amount of $5,165.00 each for a total of $29,190.00 with trade-in. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Relos seconded the motion, which carried. AWARD QUOTATION - TWO (2) MORE OR LESS IN GROUND HOISTS REPLACEMENTS CENTRAL SERVICES EQUIPMENT) Mr. Jeffrey Hudak, Central Services, advised the Board that on April 28, 2015, quotations were received and opened for the above referenced equipment. After reviewing those quotations, Mr. Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder, Ridge Company/Ridge NAPA Auto Parts, 1535 South Main Street, South Bend, Indiana 46613, in the amount of $10,198.00 each for a total of $28,196.00 with removal and installation. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Maradik seconded the motion, which carried. AWARD QUOTATION — 2015 TREE & STUMP REMOVAL — PROJECT NO. I15 031 MVH Mr. Michael Carey, Engineering advised the Board that on May 12, 2015, quotations were received and opened for the above referenced project, After reviewing those quotations, Mr. REGULAR MEETING JUNE� 23,2015 212 Hudak recommended that the Board award the contract to the lowest responsive and responsible bidder, Mark Temple Tree Service, 200 South Olive Street, South Bend, Indiana 46618, in the unit prices not to exceed $27,010.00. Therefore, Mr. Relos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Ms. Roos seconded the motion, which carried. TABLE AWARD QUOTATION — 2015 TREEMAINTENANCE — PROJECT NO. 115 049 MAJOR MOVES Upon a motion by Mr. Gilot, seconded by Ms. Roos and carried, the award of the above quotation was tabled. APPROVAL OF REQUEST TO REJECT BIDS - HOTEL LASALLE RENOVATIONS — PROJECT NO. 115-033B (RWDAj In a memorandum to the Board, Mr. Michael Carey, Engineering, requested permission to reject all bids for the above referenced project due to all bids being non -responsive. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request was approved. APPROVE CHANGE ORDER NO. 1 - LINCOLNWAY WEST CORRIDOR IMPROVEMENTS — PROJECT NO 114-033B (LOSS RECOVERY FUND) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf of Martell Electric, LLC, 4601 Cleveland Road, South Bend, Indiana 46628, indicating the Contract amount be increased by $14,313.00 for a new Contract sum, including this Change Order, in the amount of $201,509.50. Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 - EAST GATE LIFT STATION REPLACEMENT — PROJECT NO. 114-054 (WASTEWATER CAPITAL) Mr. Gilot advised that Mr. Jacob Klosinski, Environmental Services, has submitted Change Order No. 1 on behalf of Selge Construction Company, Inc., 2833 S. 1 lth Street, Niles, Michigan 49120, indicating the Contract amount be decreased by $6,223.45 for a new Contract sum, including this Change Order, in the amount of $590,342.55. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Change Order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT — DEMOLITION OF 118 MORE OR LESS VACANT & ABANDONED HOUSES — PROJECT NO, 114-073B Mr. Gilot advised that Ms. Thia Vawter, Engineering, has submitted the Project Completion Affidavit on behalf of Ritschard Bros, Inc., 1204 West Sample Street, South Bend, Indiana 46619, for the above referenced project, indicating a final cost of $192,844.00. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the Project Completion Affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2015 PARKING GARAGE DECK COATINGS — PROJECT NO 115-074 (PARKING GARAGE FUND) In a memorandum to the Board, Ms. Blair Barnett, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — EAST BANK SEWER SEPARATION PHASE 5 — PROJECT NO. 114-062 C2012 SEWER BOND AND REDA TIF) In a memorandum to the Board, Mr. Roger Nawrot, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the Title Sheet. Therefore, upon a motion made by Ms. Maradik, seconded by Mr. Relos and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — ONE 1 OR MORE, 2015 OR NEWER, LARGE 4X4 FOUR -DOOR UTILITY VEHICLE (SPEC Y) (FIRE DEPARTMENT CAPITAL) In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the above request was approved. REGULAR MEETING JUNE 23, 2015 213 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — TWO 2 MORE OR LESS 2015 OR NEWER STANDARD 4X4 FOUR -DOOR UTILITY VEHICLE SPEC Z FIRE DEPARTMENT CAPITAL In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2015 UTILITY CUT REPAIRS (SEWER 0&M AND WATER WORKS OPERATIONS) In a memorandum to the Board, Ms. Theresa Harrison, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the above request was approved, ADOPT RESOLUTION NO. 28-2015 — TRADE-IN OF OBSOLETE PROPERTY ON PROPERTY OF SIMILAR NATURE Upon a motion made by Mr. Relos, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 28-2015 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY APPROVING THE TRADE-IN OF CITY -OWNED PROPERTY ON PROPERTY OF SIMILARNATURE WI-IEREAS, it has been determined by the Board of Public Works of the City of South Bend that the following described property is unfit for the purpose for which it was intended and should be traded -in for property of a similar nature: Unit Med3, 2008 International Ambulance, Asset 300009407 WHEREAS, LC. 35-1-11-9 authorizes the Board of Public Works to trade in or exchange City -owned property for partial or full reduction io the purchase price of property of similar nature. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, AS FOLLOWS: The following described property shall be traded -in for property of a similar nature and. shall be removed from the inventory of the City of South Bend: Unit Med3, 2008 International Ambulance, Asset 300009407 Adopted this 23rd day of June, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Elizabeth A. Maradik ATTEST: s/Linda M. Martin, Clerk REGULAR MEETING JUNE 23, 2015 214 ADOPT RESOLUTION NO. 29-2015 — DESIGNATING THE DOWNTOWN SOUTH BEND INC. TO MANAGE MOBILE FOOD VENDORS AND MOBILE FOOD VENDING VEHICLES Upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 29-2015 A RESOLUTION OF THE BOARD OF WORKS FOR THE CITY OF SOUTH BEND, INDIANA DESIGNATING THE DOWNTOWN SOUTH BEND, INC. TO MANAGE MOBILE FOOD VENDORS AND MOBILE FOOD VENDING VEHICLES WHEREAS, the Board of Public Works ("BPW") is a contracting body of the City of South Bend (the "City") and exists and operates under the provisions of I.C. 36-4-9-5, as amended from time to time (the "Act"); and WHEREAS, pursuant to I.C. 36-4-4-2(a); 36-4-5-3(7); 36-1-3-2; and 36-1-3-3, the BPW has the power and duty to assist the Executive in the efficient and effective operation of government of the City; and WHEREAS, the BPW has contracted for programs intended to assist the City in community and economic development through efforts promoting and supporting businesses and visitors in Downtown South Bend; and WHEREAS, Downtown South Bend, Inc. ("DTSB") is a not -for -profit domestic corporation created to promote economic and community development within the City of South Bend, Indiana, and has the knowledge, experience, and expertise to deliver programs to enhance Downtown South Bend; and WHEREAS, the City desires to enact a future ordinance authorizing, amongst other initiatives, mobile food vendors and mobile food vending vehicles. WHEREAS, pursuant to the future ordinance the City will require assistance in the enforcement of certain parking related matters throughout the area depicted in "Exhibit A" attached and incorporated herein. WHEREAS, DTSB maintains the capability and staff to manage, monitor and enforce any parking related matter that may arise relating to the permitting of certain mobile food vendors or mobile food vending vehicles. WHEREAS, this Resolution would permit DTSB to be officially designated as the enforcement agency for all permitting and parking related matters associated with mobile food vendors or mobile food vending vehicles throughout the area depicted in "Exhibit A". NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS THAT: The Board of Public Works for the City of South Bend hereby designates Downtown South Bend, Inc. as a designee for purposes described above with respect to parking and permitting related matters for mobile food vendors or mobile food vending vehicles until December 31, 20t6 at which time the BPW shall determine whether to continue on with DTSB serving as its designee for this limited function. Adopted this 23rd day of June, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Elizabeth A. Maradik ATTEST: REGULAR MEETING JUNE� 2y15 215 s/Linda M. Martin, Clerk ADOPT RESOLUTION NO. 30-2015 — EXPRESSING INTEREST IN PURSUING A USE FOR THE CITY'S HYDROPOWER PERMIT EXEMPTION AS ISSUED BY THE FEDERAL ENERGY REGULATORY COMMISSION IN 1984 Upon a motion made by Mr. Relos, seconded by Ms. Maradik and carried, the following Resolution was adopted by the Board of Public Works. Mr. Gilot recused himself from the vote as an employee of the University of Notre Dame. RESOLUTION NO.30-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS FOR THE CITY OF SOUTH BEND, INDIANA EXPRESSING ITS INTEREST IN PURSUING A USE FOR THE CITY'S HYDROPOWER PERMIT EXEMPTION AS ISSUED BY THE FEDERAL ENERGY REGULATORY COMMISSION IN 1984 WHEREAS, the City of South Bend Board of Public Works ("Board") is the contracting body for the City of South Bend, Indiana ("City") and the Board has the authority to design, construct and execute the construction of certain public improvements pursuant to Indiana Code § 36-9-6; and WHEREAS, the City of South Bend is the owner of the South Bend Dam located on the St. Joseph River ("Dam"); and WHEREAS, the City has maintained a Federal Energy Regulatory Commission permit exemption for a small-scale hydropower facility since 1984, in the hopes of establishing the Dam as an ongoing source of renewable energy production; and WHEREAS, pursuant to a feasibility study performed in 2013, it was determined that it is not financially feasible for the City at this time to construct and operate a hydropower facility; and WHEREAS, the Dam is a City landmark and an excellent opportunity for the City to showcase its commitment to renewable energy to visitors, existing residents and businesses, and potential residents and businesses alike; and WHEREAS, the City values the formation of partnerships that create investment, spur innovation, and improve the community's sustainability WHEREAS, the University of Notre Dame is committed to increasing its use of renewable energy; and WHEREAS, the installation of a hydroelectric facility would help Notre Dame mitigate its campus carbon footprint, increase electric reliability, address utility cost uncertainties, and provide academic research opportunities; and WHEREAS, time is of the essence in this matter. NOW, THEREFORE, BE IT RESOLVED by the City of South Bend Board of Public Works as follows: The Board shall engage in further discussions with the University of Notre Dame relating to the potential development of the St. Joseph River Dam as a hydropower facility. 2. This Resolution shall be in full force and effect after its adoption by the City of South Bend Board of Public Works. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on June 23, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. Adopted this 23th day of June, 2015. REGULAR MEETING JUNE 23, 2015 216 ATTEST: s/Linda M. Martin, Clerk CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ David P. Relos s/ Kathryn E. Roos s/ Elizabeth A. Maradik ADOPT RESOLUTION NO. 31-2015 — TRANSFER OF CITY -OWNED PROPERTY Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.31-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AUTHORIZING TRANSFER OF REAL PROPERTY TO SOUTH BEND HERITAGE FOUNDATION, INC. WHEREAS, the City of South Bend, In, Board of Public Works (the "Board") has custody of and may maintain and dispose of certain real property owned by the City of South Bend, Indiana (the "City") pursuant to I.C. 36-9-6-3; and WHEREAS, the City is the owner of a certain parcel of real property particularly described in Exhibit "A" ("Land"); WHEREAS, South Bend Heritage Foundation, Inc. ("Heritage") is an Indiana non-profit corporation dedicated to the preservation of historical homes throughout St. Joseph County, Indiana; and WHEREAS, Heritage desires to take ownership of the Land in furtherance of its mission to preserve the integrity of a historical home in South Bend, Indiana; and WHEREAS, the City has determined that it no longer requires the use of said Land; and WHEREAS, the City, pursuant to I.C. 36-1-11-1(b)(7) has the authority to transfer real property to an Indiana non-profit corporation whose mission is to preserve historical homes for no consideration; and WHEREAS, the Board wishes to transfer the Land to Heritage; and WHEREAS, Heritage wishes to accept the transfer of the Land from the City. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. The Board, acting upon the authority granted to it under I.C. 36-1-11-1(b)(7), hereby transfer the Land to Heritage for no consideration. 2. This Resolution shall be in full force and effect upon its adoption by the Board. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on June 23, 2015, at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. Adopted this 23rd day of June, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot REGULAR MEETING JUNE 23, 2015 217 ATTEST: s/Linda M. Martin, Clerk s/ David P. Relos s/ Kathryn E. Roos s/ Elizabeth A. Maradik ADOPT RESOLUTION NO. 32-2015 — RECOMMENDING APPROVAL OF THE DISPOSITION OF PROPERTY LOCATED AT 51190 AND 51270 MAYFLOWER RD. Upon a motion made by Ms. Roos, seconded by Mr. Relos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO.32-2015 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, RECOMMENDING THE DISPOSITION OF REAL PROPERTY LOCATED AT 51190 MAYFLOWER ROAD AND 51270 MAYFLOWER ROAD, SOUTH BEND, INDIANA WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has custody of and may maintain and dispose of all real property owned by the City of South Bend, Indiana (the "City") pursuant to LC. 36-1-11-3; and WHEREAS, the City is the owner of certain real estate located at 51190 Mayflower Road 51270 Mayflower Road, South Bend, St. Joseph County, Indiana, which is more particularly described as Lot Numbered Three (3) as shown on the record Plat of Church's Minor Subdivision, recorded August 9, 2000 as Document Number 0038244 in the Office of the Recorder of St. Joseph County, Indiana And A parcel of land in the Northeast Quarter of Section 17, Township 38 North, Range 2 East, St. Joseph County, Indiana, described as follows: Beginning on the North -South centerline of said Section 17 at the point 1330.1 feet South of the North Quarter corner of said Section 17; thence Ease 1740.7 feet to the East line of Partition Lot No. 2 as shown on the partition map in Deed Record 56, page 271 in the office of the Recorder of St. Joseph County; thence South 253 feet; thence West 1741.20 feet to the North -South centerline of said Section; thence North 253 feet to the place of beginning and being known as Lots Numbered Eleven (11) and Twelve (12) in Mayflower Place Proposed (collectively referred to as the "Properties"); and WHEREAS, the average appraised value of the combined Properties is Two Hundred Thirty -Six Thousand and 00/100 ($236,000.00); and WHEREAS, I.C. 36-1-11-3 requires the approval of the executive of the political subdivision, i.e., the Mayor of the City of South Bend and further fox every sale of real property having an appraised value of Fifty Thousand Dollars or more, the approval of the fiscal body of the unit, i.e., the Common Council of the City of South Bend; and WHEREAS, I.C. 36-1-11-3 requires the executive to conduct a public hearing after giving notice under I.C. 5-3-1 and to designate a board or commission of the municipality to give notice, conduct the hearing and notify the executive of its recommendation; and WHEREAS, the Board has given notice of a public hearing by publication on June 12, 2015, and has conducted a public hearing concerning the proposed disposition of the Properties, and has considered the comments made at such hearing. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND AS FOLLOWS: REGULAR MEETING JUNE 23, 2015 218 1. The Board hereby recommends to the Mayor that the disposition of the Properties be approved and that this matter be submitted to the South Bend Common Council for final approval of the disposition of the Properties. 2. This Resolution shall be in full force and effect upon its adoption. ADOPTED at a meeting of the Board of Public Works of the City of South Bend, Indiana held on June 23, 2015, at 227 West Jefferson Boulevard, Room 1308, South Bend, Indiana 46601. ADOPTED this 23rd day of June, 2015. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ David P. Relos s/ Kathryn E. Roos s/ Elizabeth A. Maradik ATTEST: s/Linda M. Martin, Clerk APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Professional Michaels Appraisal Services for Polish Fundinz $1,950 Second Gilot/Relos Services Appraisal National Alliance at NW (EDIT) Proposal Services Corner of Olive & Western Ave. Professional Steven Saute Appraisal Services for Polish $1,800 Gilot/Roos Services National Alliance at NW (EDIT) Proposal corner of Olive & Western Ave. Agreement Ivy Tech Assumption of Municipal N/A TABLED Storm Sewer System (MS4) Gilot/Maradik Responsibilities by Ivy Tech Agreement Activate No Cost Workplace Clinic N/A Roos/Relos Healthcare, Mutual Non -Disclosure LLC Agreement Agreement Activate No Cost Business Compliance N/A Roos/Maradik Healthcare, Agreement regarding HIPPA LLC and HITECH Contract SBC Global Renewal of T1 Lines for Golf $960/month Roos/Relos Services, Inc., Courses for 36 dba AT&T Months; Global Total: Services on $34,560 behalf of (COIT) Indiana Bell Telephone Company, Inc. Assignment & South Assign Lease for Billboard at N/A Roos/Maradik Assumption of Gateway 4043 S. Michigan St. as Part Lease Properties, of the Main/Lafayette LLC Connector Project Special Confidential Purchase of Undercover $39,0 00 with Roos/Maradik Purchase Vehicles with Trade -In of Trade -In Two Undercover Vehicles (Police Non - Reverting) APPROVAL OF PERMIT AND LICENSE APPLICATIONS REGULAR MEETING JUNE 23, 2015 219 The following permit and license applications were presented for approval: Applicant Description Date/Time Location Motion Carried Crystal Residential July 4, 2015; Allen Street from Roos/Maradik Merriweather Block Party- - 12:00 p.m. — VanBuren to California 4th of July 8:00 P.M. Bash Neighborhood Block Party Victor & Lois Residential July 4, 2015; Bonds St. from Olive St. Roos/Relos Steward Block Party- - 11:00 a.m. — to Meade St. Bonds Street 6:00 p.m. Block Party Katrina Lee Residential July 4, 2015; West Ewing Avenue Roos/Relos Block Party- - 1:00 p.m. — 8:00 from Meade St. to Ewing Street p.m. Wabash St Summer Celebration Notre Dame Non- July 18, 2015; West Washington Street Roos/Maradik Center for Arts Residential 8:00 a.m. — 2:00 from Elm Street to St. & Culture Block Party — p.m. Paul Place South Bend's Past, Present and Future Michiana Procession September 19, On Route as Submitted Roos/Relos Runners Game Day 2015; 7:00 Association, Chase 5k & a.m.-9:00 a.m. Inc. 1 OK Memorial License - Twenty-four 1) Centenial-621 Roos/Relos Hospital of Public Parking hours/seven Memorial Dr. (Corner of South Bend Facilities days a week Bartlett & Lafayette) (2) Bartlett/ Memorial Medical Plaza-707 N. Michigan (3) Navarre-100 Navarre Street FAVORABLE RECOMMENDATION - PETITION TO VACATE THE FIRST NORTH/SOUTH ALLEY FROM BRYAN STREET NORTH BETWEEN INGLEWOOD PLACE AND SHERMAN AVENUE Mr. Gilot stated that Mr. Willie Rogers, 1033 W. Bryan St., South Bend, Indiana 46616, has submitted a request to vacate the above referenced alley. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police, Fire, Solid Waste, Community Investment, and Engineering Departments. Area Plan stated the vacation would not hinder the growth or orderly development of the unit or neighborhood in which it is located or to which it is contiguous. The vacation would not make access to the lands of the aggrieved person by means of public way difficult or inconvenient. The vacation would not hinder the public's access to a church, school or other public building or place. The vacation would not hinder the use of a public right-of-way by the neighborhood in which it is located or to which it is contiguous. Therefore, Ms. Roos made a motion for a favorable recommendation for the request for vacation. Mr. Relos seconded the motion which carried. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — 19694 DARDEN ROAD — SEWER AND WATER Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Estephan R. Awad and OIga B. Awad, 19694 Darden Road, South Bend, Indiana 46637. The Consent indicates that in consideration for permission to tap into the public water and sanitary sewer system of the City and the City to provide water and sanitary sewer service to the above referenced property at 19694 Darden Road, Lot 11, Roanoke Heights, REGULAR MEETING JUNE 23, 2015 220 Clay Township, St. Joseph County, Indiana (Key # 002-1100-4912), the Awad's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Ms. Roos made a motion that the Consent be approved. Mr. Relos seconded the motion, which carried. APPROVE CLAIMS Ms. Roos stated that a request to pay the following claims in the amounts indicated has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Name Amount of Claim Date City of South Bend $5,008,007.13 06/19/2015 City of South Bend $2,729,486,54 06/16/2015 City of South Bend Tt, I Ir ..,. r xn _ _ _ __ _ _ _ $1,249,776,08 06/23/2015 i� S. iwv, aiauc a 11iu1011 Mat ar<er review of the expenditures, the claims be approved as submitted. Mr. Relos seconded the motion, which carried. PRIVILEGE OF THE FLOOR Ms. Kathryn Roos informed the Board that this would be her last Board of Works meeting, she will be leaving the City to attend the Kennedy School of Government at Harvard University. She thanked the Board members and stated she especially appreciated Mr. Gilot's dedicated, hard work for the City on a voluntary basis. The Board members thanked her and Mr. Gilot stated she has been a force for change in the City. Mr. Relos stated it has been an honor sharing the chair next to hers on the Board of Works and he has been totally impressed with her memory of details and how her heart is always in the City. Ms. Roos expressed her appreciation of the Board members and City staff and stated it's not an easy job, working in government, but worthwhile. She added people like the Board members make South Bend a better place. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Roos, seconded by Ms. Maradik and carried, the meeting adjourned at 10:37 a.m. BOARD OF PUBLIC WORKS I) Gary A. Gilot, President David R. Relos, IvFember owski, M ber ATTEST: 4Lit. Martin, Clerk